Reading chris brogan led me to InstigatorBlog which led me to…
Goal setting at emomsathome…no more negative goals, which led me to…
motivation at Tales of a Corporate Hypnotist, which led me to…
toach.net…how to increase proactivity.
Files
Files here, files there, files everywhere! There is so much paper to manage, and all kinds of files. Action files, financial files, tickler files, household records files, reference files, computer files. The tricky part about files is you have to set up a system that fits your unique needs. Whatever advice you look at, you have to tweak until it works for you. (That’s the tricky part about time management too!) Your goal: to easily find what you need when you need it.
Action Files
Action Files-a vertical holder can provide easy access to these working files.
Headings I use in my system:
- Checkbook
- Bills
- To File
- Ideas
- Other folders I frequently use
More possible action file headings:
- top priority
- pending
- to read
In front of this file I keep a legal pad for notes on projects, and one for idea capture.
Project Files
Project Files
I have a separate system of project files in a wire step file holder. Since these sometimes change, I numbered them 1 – 6, but find I need a descriptive label too. In front of that is a plastic folder that holds my value statement and an outline of what I do, why I do it, and the features and benefits of each project. My project evaluation form is also here. I keep a project master list in Google Drive and print it out for my paper planner tool for the weekly review.
Reference File and Archive-a file cabinet for records that are accessed less frequently. This includes financial, medical, automobile and property information. Grab a copy of the File Headings I use for my file system.
Important Papers for a Grab and Go File-There are some very important files you would not want to lose in a fire. This subset of the Reference File contains vital records, insurance, income tax, and investments. See Leaving a Legacy for a free printable roadmap that details where to find all of this important information.
Household Records File-to keep information about home appliances, electronics, home maintenance and repairs.
Tickler File-a reminder system for follow-up
Computer Files-yup, these need to be organized too. See Creating Order From Chaos: 9 Great Ideas for Managing Your Computer Files from makeuseof.com, and 10 Steps to Organizing Your Computer from Organize 365.
Your mission is to decide:
- Where do you want to keep which files?
- How you want to organize them within the file: alphabetically? What subject headings will you use? Will you keep an index of subject headings?
- Do you want to use colored files or tabs?
- What kind of files will you use? How will you label them?
- Will you date-stamp papers? How long will you keep them?
My filing system: I don’t have in and out boxes. I don’t have that many things that need follow-up, so I don’t use a tickler file. I have a four drawer file cabinet: 1) the top drawer is current reference files, 2) the second drawer is interests, 3) household records, manuals, and historical reference, and 4)work related files. I do find it helpful to keep an index that maps out what I keep where. I also use binders a lot. I have a household notebook binder, a binder for bank statements, and a separate binder with plastic pockets file where I keep paid bills.
Further Reading: Setup a Bill Paying System
Action Steps to set up files
This is one of the weekly activities for a Year of Personal Development.
Remind Yourself
We all could use a little help to remember things to do. We don’t want to forget important appointments or meetings, deadlines for projects, or repeating tasks.
Electronic Reminders can be set in an electronic calender or apps like Google Keep, or COL Reminder. Use the time management system you choose in a way that works for you.
Sticky Notes can be used as reminders. Here are some ideas from the book “They Shoot Managers, Don’t They?” by Terry L. Paulsen.
Remind yourself of actions you want to do with key words (like POSITIVE FEEDBACK or BETTER LISTENING) on sticky notes to put on:
- the telephone
- your debit card
- the dashboard of your car
- the refrigerator
- the television
- the bathroom mirror
- your computer monitor
- your coffee cup
Change the messages when you catch yourself not noticing them anymore. Write keywords for goals on sticky notes to place on your calendar as a reminder. At the end of the day, write one thing you did to bring yourself closer to your goals. Then move it to the next day. Follow this procedure for a month.
On page 71 of the book, it says: “There is only one way to influence others: provide the context that invites change within the other individual.”
How can we do this?
- Ask the right questions
- Share a visual image of the vision you see
- Tell stories
- Listen
You can also remind yourself to repeat a new behavior you wish to establish each time a recurring event happens. For example, breathe deeply each time you take a drink, answer the phone, use the computer mouse, look in the mirror, take a break, etc.
Visual Reminders can be a great way to remind yourself. Use a kanban board for projects, and see more ways to Keep Goals Visual and Visible and Follow Up.
Posted in information management, personal development
Weekly Plan
Planning is Thinking, and the ability to plan is a skill that employers want. Learn more about Daily Planning and create a Weekly Plan during the Weekly Review to see how your week will look in a week view. For each day of the week, what’s on your calendar? What repeating tasks for work and for home need to be accomplished? What meals do you plan to have? Schedule action steps for your goals and projects, and include time for personal development and maintaining relationships. Include some things to do for fun. (a free printable Planner Checklist can help.)
Weekly planning gives you a look at the big picture. You can see how busy your week is, and see quiet times where you can schedule action steps and additional tasks from your lists. It takes time and thought, which can be difficult to manage once in the middle of a hectic week. It’s important to choose a time for planning that works well for you.
Select items from:
- Calendar: meetings, appointments, deadlines
- Repeating tasks: work & home duties
- Goal and project plans
- Menus
to add to a weekly plan.
Free printables from the Daily PlanIt
- WEEKLY PLAN 8×11.5 size (pdf) new version
- Weekly Plan 8×11.5 size (pdf) original version
- Weekly Plan 4×6 Card size (pdf)
- A set with a weekly planning form plus five daily planning forms (pdf)
Also see the steps and questions for a Weekly Review, and a form to track Weekly & Monthly Reviews An Annual Review.
More Tools: Weekly Planner from Vertex42 | Weekly Schedule from Studentlinc (pdf) | Weekly Strategy Worksheet from GetButtonedUp | More free tools and also at Pinterest
Learn More: Video from Stephen R Covey (7:11) | Weekly Planning from The Art of Manliness
Posted in productivity
Master List
Stephanie Winston, author of “Getting Organized,” recommends keeping a master list of everything you need to do. This is a running list of things you need to remember, discuss, plan, solve, errands to run, calls to make, etc.
Low tech: notebook, index cards…
High tech: PDA, notes section of email, text file, Wiki…
Whatever you choose, it needs to be easy to add new items, and it needs to be with you at all times.
Posted in productivity
Dial it up, dial it down
escapefromcubiclenation.com
Are you in the drone zone, the panic zone, or somewhere in the middle?
The drone zone-you may be moving, but you’re not productive. There’s no energy, no motivation. Dial it up: increase input-search for new ideas, design a creative environment, use color.
The panic zone-overworked, stressed…again you’re not productive. There’s no energy, no motivation. Dial it down: decrease input-deal with stress and recharge, delegate or stop some tasks, re-evaluate.
The productive zone-like Goldilock’s porridge, the input level is juuust right. Not too much, not too little. You’re in the flow, mental processes clicking away at high speed, delivering great results.
The four T’s of initiative:
Take action-when action supports the mission.
Tell others-what you are doing, what your mission is, if you have time to help.
Train-keep learning, share what you’ve learned with others.
Trust-that initiative will be recognized and rewarded.
-Ideas generated by the book “They Shoot Managers, Don’t They?” by Terry L. Paulson.
Posted in personal development
Discovery of the Day
Success From the Nest is a new addition to the list of creative blogs I read. It has great cartoons plus this great post about discovering your passion(s).
Reading Make It Great! led me to Rothacker Reviews …
which led me to the Learning Journal Worksheet…
which led me to the Meeting Planner Organizer Worksheet and 5x5s Worksheets at Studentl.inc.
Posted in information management
Follow-up
Photo by Anete Lusina on Pexels.com
Follow-up systems can handle:
- deferred actions
- task start and due dates
- meeting materials
- phone call-backs
- bill paying
- tickets
- tracking projects
- delegated tasks
Methods
Simplest: Mark a calendar and hold papers in a “Pending” file-idea from Stephanie Winston.
Simple: Tickler file with two folders “this month” “next month” plus two folders “this week” and “next week.”
Less simple: A complete tickler file system with folders for each month plus 1-31 for the days of the month. Hence the name 43 Folders, an integral element of GTD (Getting Things Done) methodology.
Note: follow-up systems only work if you make a habit of checking them daily.
Posted in information management, productivity
Goal and Project Plans
A part of planning is setting goals and creating action steps for projects.
Develop Goal and Project Plans with this printable worksheet (pdf)
- WHAT is the goal or project? What wording will describe it in SMART terms? What would the result look like? What are the chances of achieving it? What actions will need to be taken? What are the benefits of accomplishing it? Will it lead to learning, growth, and improvement? Will it contribute to long-range goals?
- HOW could it be accomplished? What resources will be needed? Are they available? Are the benefits of achieving the goal worth the investment of resources? How difficult is it? What obstacles will possibly be encountered? How will you solve them? Do you have all the information you need? How much do you want to achieve it? Do you have the Desire? Are you willing to make the commitment of resources required? How will you reward yourself for completing steps and the entire goal or project?
- WHEN will it be accomplished? How long would it take? What is a realistic target date based on difficulty level and available resources?
- WHY do you want to achieve this goal/project?
- WHICH will make best use of my talents and time? Which will provide the greatest value? Which give the best results for the least investment of resources? Which fit the mission statement most closely?
- WHO is involved? What is the effect on others? Will it benefit everyone involved? Who will be responsible for implementation?
- WHERE will it happen?
See also How to Set Goals.
Daily PlanIt 